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Defense Travel Management Office Allowances and Regulations Update

Published Date: Tue, 30 Jun 2015 15:30:01 CDT

The Defense Travel Management Office has updated following information for 01 July 2015:

OCONUS Non-Foreign and Foreign Per Diem Rates
Overseas Housing Allowances (OHA)
Overseas Cost of Living Allowances (COLA)
Joint Travel Regulations (JTR) and Appendices

To access this information, visit the DTMO Website.


Transfer Season 2015 and CGOne User Accounts

Published Date: Fri, 26 Jun 2015 10:30:01 CDT

The 2015 Transfer Season is in full swing, and similar to years past, an automated method is being used to move CGOne Standard User accounts from one unit to another. This process, which reconfigures user accounts for use at a new location, does not move user data (such as files maintained on local C4IT resources) but does archive them for a specific time. Because of this, transferring personnel are responsible for performing a number of tasks on their own before departing their unit. More information about end user responsibilities to ensure a smooth and successful transfer of IT resources is on the Transfer Tech Tips site.

The automated portion of a PCS Transfer is triggered by the transferring member submitting a CGFIXIT ticket at least two weeks before departing their unit. Once a ticket is submitted, the User Transfer Service (UTS) system completes the account transfer process. If a ticket is not submitted in CGFIXIT before departing your old unit, you will experience delays at your new unit.

Effective and successful transfers are an essential part of Coast Guard operations and affect every member at some point in their career. The Transfer Season team is consistently finding ways to simplify and improve the technical portion of this important process. After you arrive at your new unit, you might receive an email with a survey about the technical portion of your transfer experience. You are encouraged to participate and share your candid feedback so that future transfer seasons may be improved.


PPC Travel eNewsletter 26 June 2015

Published Date: Fri, 26 Jun 2015 11:30:01 CDT
The 26 June 2015 issue of the PPC Travel eNewsletter 241KB file in Adobe Acrobat format is available. This issue includes the following articles:

  • Updated Process for Attaching Scanned Images to TPAX claims
  • Conference Travel
  • Travel via Canada
  • Transfer Season 2015 and CGOne User Accounts


Traveling to/from Alaska via Privately Owned Vehicle (POV)

Published Date: Tue, 16 Jun 2015 16:30:01 CDT

You Must Submit a Request via the Aircraft and Personnel Automated Clearance System (APACS) for POV Travel Through Canada

The United States Defense Attache Office Ottawa states that Aircraft and Personnel Automated Clearance System (APACS) is required for personnel that transit (drive) Canada during PCS moves. USDAO is using APACS as a force tracking device and to determine what US military personnel our in country if there is a national emergency. This similar to requirements of other US embassies and Combatant Commands. While NORTHCOM does not require an APACS request, USDAO Ottawa does.

Transit stops via air and port calls that do not involve an RON would not require an APACS request.

PCS personnel driving through Canada enroute to or from Canada require an APACS request.

APACS Procedures

District 17 has the "Guide to Submitting APACS for Canada Travel" available on their CGPortal site.

Please see Traveling through Canada? for more helpful tips and procedures to help avoid long delays at the borders of Canada/US.


PPC Travel eNewsletter June 2015

Published Date: Fri, 05 Jun 2015 10:30:01 CDT
The June 2015 issue of the PPC Travel eNewsletter 241KB file in Adobe Acrobat format is available. This issue includes the following articles:

  • WebTpax Outage for upgrade
  • Attaching Scanned Images to TPAX claims
  • Coast Guard Conference Travel
  • FTR Amendment on POV and Rental Car Policy
  • CG PCS Season is Here
  • Timely Liquidation of PCS Travel Advance
  • Alaska Marine Highway - Holds & Cancel/Change Policy
  • Travel to/from Bahrain
  • PPM and POV Shipment Claims
  • General VPC Information
  • POV Inconvenience Claims
  • Guidance for Passports - reminder
  • PCS Travel To/from Port of Embarkation (POE), Port of Debarkation (POD), and Vehicle Processing Centers For Members Traveling From/To a CONUS Permanent Duty Station (PDS) To/From an OCONUS PDS


WEB-TPAX Outage Scheduled for 11 to 15 June

Published Date: Fri, 05 Jun 2015 10:30:01 CDT

A scheduled WEB TPAX outage will occur between 1400 CDT Thursday, 11 June and 0600 Monday, 15 June.

The system will be upgraded to version 6.21 and will be unavailable during this time.

Ensure all travel claim documents are approved by the AO prior to 1400 CDT Thursday, 11 June. If a travel claim is in a pending status without being approved, the travel claim may become corrupt.

A few of the changes/enhancements are:

  • Split Disbursement restricted to USCG funding only,
  • Supplementals on Local travel claims (1164s) prevented,
  • Profile information updated with member type information.

What's new in WEB TPAX version 6.21 can be found at http://www.uscg.mil/ppc/travel/whatsnewintpax621.pdf.


Call Center Early Closure 05 June

Published Date: Thu, 04 Jun 2015 17:30:01 CDT

The call center will close at 1200 (CDT) on Friday, 05 June. Customers may continue to submit trouble tickets online. Normal business hours will resume on Monday, 8 June.


Updated WEB-TPAX Audit Tutorial

Published Date: Thu, 04 Jun 2015 17:30:01 CDT

The Post Audit process has changed due to the implementation of document attachments in WEB-TPAX. View this tutorial to learn about the new procedures - https://cgportal2.uscg.mil/units/ppc/WebTPAXAudits/default.aspx.


Issue With the Funds Verification Link in WEB-TPAX

Published Date: Thu, 04 Jun 2015 11:30:01 CDT

There is an issue with the funds confirmation link in WEB-TPAX.

When you click the FINCEN link on the Certify Obligation screen, a blank web page opens.

  1. To get to the Query by Document ID page locate the address bar in Internet Explorer
  2. Delete the "INDEX1.HTM" portion of the address and press the enter key.
  3. The Query by Document ID (QBD) launch page will open.
  4. Click the start link to open QBD
  5. Enter the document ID and proceed with the verification process.


Defense Travel Management Office Allowances and Regulations Update

Published Date: Thu, 04 Jun 2015 11:30:16 CDT

The Defense Travel Management Office has updated following information for 01 June 2015:

OCONUS Non-Foreign and Foreign Per Diem Rates
Overseas Housing Allowances (OHA)
Overseas Cost of Living Allowances (COLA)
Joint Travel Regulations (JTR) and Appendices

To access this information, visit the DTMO Website.


WEBTPAX - Attaching Documents

Published Date: Wed, 03 Jun 2015 10:30:01 CDT

Travelers, authorizing officials, and units have often asked when scanning and attaching documents within WEBTPAX would be authorized.

As of 1 June 2015 the Pay & Personnel is authorizing and highly encouraging travelers to use the "Manage Image" button within WEBTPAX for members to attach readable scanned .PDF documents/images to be included with ALL Temporary Duty (TDY) advance requests and TDY settlement claims.

the WEBTPAX manage images button
The "Manage Image" button appears on the Settlement Request and Advance Request screens

This simple step will streamline processes and save the Coast Guard, travelers, and authorizing officials time and money by reducing postage and copying costs. Additionally, this will reduce the number of debts created for non compliant travel audits.

A step-by-step tutorial on the use of the "Manage Images" button is available in the WebTPAX Knowledge Base at : https://cgportal2.uscg.mil/units/ppc/WebTPAX/AttachingDocuments.aspx.

the WEBTPAX manage images screen
Add your documents (PDF format) in three steps

New, Streamlined Audit Process

By using the "Manage Images" button in WEBTPAX, all required TDY Travel documents (original orders, receipts, etc.) can be attached to the traveler's claim when submitted within the system.

If the member's travel claim is selected for a post-payment audit, the traveler will receive a courtesy email notification of the impending audit - no action will be required at that time. Should additional documentation be required (or if documentation was not provided with the initial submission) the member will be given 30 business days to scan and attach the required documentation. PPC will build a debt for all or any portion of the claim if the required documentation is not received. PPC will no longer send out 2nd, 3rd, or Final Audit Requests.

Travelers may request a suspension of an audit if documentation is needed and they are unable to comply due to operational commitments. Requests must be submitted to PPC Customer Care and must include the claim number and the estimated ending date of suspension. Submit requests via the PPC web site: http://www.uscg.mil/ppc/ccb/.

Roles and Responsibilities of the Traveler

Travelers are highly encouraged to scan and attach all required TDY documentation (signed original orders, receipts, etc.) within WEBTPAX when submitting TDY claims to the authorization official. This will alleviate the need to mail documents to PPC for processing and auditing TDY claims.

Members who do not have access to WEBTPAX or scanning capabilities are authorized to submit a manual claim through their authorization official to PPC Travel using U.S. Postal Service First Class Mail ONLY.

Travelers are reminded they must keep copies of all travel documents for six years and three months.

Role and Responsibilities of the Authorizing Official

Authorizing officials will continue to authorize travel, approve expenses and forward electronic claims to PPC in accordance with current policy and procedures. Authorizing officials are still required to physically review the original orders and all required receipts for the advance or settlement request prior to electronically approving claims. Additionally, the authorizing official must also ensure all required documents are attached, valid, and readable within WEBTPAX.

Looking Ahead

PPC is actively testing WEBTPAX for submitting Permanent Change of Station (PCS) claims. When authorized, this will allow members to input their PCS travel claims directly into WEBTPAX for approval, submission, and processing at PPC. This electronic process will greatly reduce travel claim examination and reimbursement time. In addition to accelerated payments, this will also drastically reduce the costs of postage and resources associated with traditional mailing methods.


Travel Orders Numbers and Accounting Data No Longer Included on Separation or Retirement Orders

Published Date: Mon, 01 Jun 2015 14:30:01 CDT

Direct Access no longer automatically adds a Travel Order Number(TONO)/Line of Accounting(LOA) to Separation and Retirement Orders. TONOs/LOAs are now added by DCMS-831 (PCS TONO Funds Manager) if the member elects to relocate upon separation/retirement to their Home of Record/Home of Selection. This change will ensure that the Coast Guard only allocates funds to members who are actually moving/incurring costs.

New Process for Adding a Separation/Retirement TONO/LOA to DA Orders

  1. Ensure member has firm plans to relocate upon separation. They should not request a TONO "just in case" as there is a process in place to request a TONO at a later time. See para 6 below for details.
  2. E-mail tonomanagement@uscg.mil with the following information (multiple requests in one e-mail are encouraged):
    1. Rank and Name
    2. EMPLID
    3. Orders Trans ID
    4. Type of orders (Separation or Retirement)
    5. From City, State to City, State (e.g. Arlington, VA to Elko, NV)
  3. Allow up to 3 business days for DCMS-831 to add the TONO. Once added, it will appear on the orders in DA.
  4. If TONO must be added ASAP (same day separation), contact PSC-BOPS-C at ARL-DG-M-CGPSC-BOPS-C@uscg.mil.
  5. SPOs are still required to use the "SRT" order note on Separation and Retirement orders.
  6. The process to request a TONO if the member decides to relocate at a later date will remain the same:
    1. Member must ensure the request for a new TONO and relocation dates are within the original entitlement timeline. Requests for an extension must be submitted to CG-1332.
    2. Member must request a new TONO from CGPSC-BOPS-C by emailing ARL-DG-M-CGPSC-BOPS-C@uscg.mil. CGPSC-BOPS-C will send the member an amendment to their orders containing the new TONO and LOA. This does not constitute a change to their entitlement timeline.
  7. Contacts:
    1. DCMS-831: LCDR Kevin Crecy, AFC-20 Funds Manager
    2. PSC-BOPS-C: YNC Jennifer Knapp or YN1 Steven Lopez


Transfer Season 2015 and CGOne User Accounts

Published Date: Thu, 21 May 2015 13:30:01 CDT

The 2015 Transfer Season is in full swing, and similar to years past, an automated method is being used to move CGOne Standard User accounts from one unit to another. This process, which reconfigures user accounts for use at a new location, does not move user data (such as files maintained on local C4IT resources) but does archive them for a specific time. Because of this, transferring personnel are responsible for performing a number of tasks on their own before departing their unit. More information about end user responsibilities to ensure a smooth and successful transfer of IT resources is on the Transfer Tech Tips site.

The automated portion of a PCS Transfer is triggered by the transferring member submitting a CGFIXIT ticket at least two weeks before departing their unit. Once a ticket is submitted, the User Transfer Service (UTS) system completes the account transfer process. If a ticket is not submitted in CGFIXIT before departing your old unit, you will experience delays at your new unit.

Effective and successful transfers are an essential part of Coast Guard operations and affect every member at some point in their career. The Transfer Season team is consistently finding ways to simplify and improve the technical portion of this important process. After you arrive at your new unit, you might receive an email with a survey about the technical portion of your transfer experience. You are encouraged to participate and share your candid feedback so that future transfer seasons may be improved.


Change in Policy for Rental Cars

Published Date: Thu, 21 May 2015 11:30:01 CDT

The Federal Register has published the Final Rule FTR Amendment on POV and Rental Car Policy (http://www.gpo.gov/fdsys/pkg/FR-2015-05-13/pdf/2015-11459.pdf).

This Amendment to the Federal Travel Regulation requires rental of the least expensive compact cars (with minor exceptions) by Federal employees. In addition, the Rule requires, prior to authorizing use of POV, that agencies analyze the comparison of rental car costs to evaluate the least cost mode of transportation; rental car or POV. Lastly, the Amendment explicitly restricts employees from being reimbursed for pre-payment of fuel for rental cars.

The amendment is effective 13 May 2015.


Alaska Marine Highway - Effective Immediately Changes to Military Holds and cancel/change policy

Published Date: Fri, 01 May 2015 12:30:01 CDT

Effective immediately, copies of orders need to be into SATO to secure any Alaska Marine Highway (AMH) ferry reservations or the reservation may be canceled automatically.

AMH has changed their policies for payments. For reservations made more than 28 days from the date of departure, payment is due 14 days from the date of booking. If the booking date is less than 28 days prior to the departure date-payment is due 14 days prior to travel. (Ex: if the booking date is 18 days prior to travel, the customer is allowed 4 days to pay or the booking will be auto canceled.) If the booking is made less than 14 days prior to the departure date - payment is due at the time of booking. Payment must be made by the payment due date or the reservation will be automatically canceled.

CWTSatoTravel has 510 AMH bookings. They are currently going through each reservation and calling payment into AMH to avoid cancellation. Where they have not received orders yet they are contacting those members to send their orders in immediately. Since this is a busy time of year and most sailings are completely full, they are working diligently to ensure the members reservations remain valid. However, Coast Guard travelers are encouraged to contact SATO at 800-753-7286 and select the prompt for the Alaska Marine Highway ferry to confirm orders are on file.

There is no penalty to change or cancel for Government or Military reservations.


Defense Travel Management Office Allowances and Regulations Update

Published Date: Thu, 30 Apr 2015 10:30:16 CDT

The Defense Travel Management Office has updated following information for 01 May 2015:

OCONUS Non-Foreign and Foreign Per Diem Rates
Overseas Housing Allowances (OHA)
Overseas Cost of Living Allowances (COLA)
Joint Travel Regulations (JTR) and Appendices

To access this information, visit the DTMO Website.


FEMA Launches New Feature to Mobile App

Published Date: Wed, 15 Apr 2015 11:30:01 CDT

The Federal Emergency Management Agency (FEMA) launched a new feature to its free app that will enable users to receive weather alerts from the National Weather Service for up to five locations across the nation. This new feature allows users to receive alerts on severe weather happening anywhere they select in the country, even if the phone is not located in the area, making it easy to follow severe weather that may be threatening family and friends. See the FEMA press release for more information.


SATO GetThere Maintenance Saturday 25 April

Published Date: Wed, 15 Apr 2015 11:00:01 CDT

CWTSatoTravel would like to inform you of an upcoming GetThere event. GetThere is our 3rd party online booking tool that allows our clients direct access to airline, hotel, and car reservations.

GetThere is performing system maintenance on April 25, 2015, starting at 7:00PM CDT until April 26, 2015 at 6:00AM CDT. During this time, users will be unable to book or shop.

GetThere will not be accessible during the maintenance event. Users should phone their Travel Management Center (TMC) to book flights, hotel and car reservations during the GetThere event.


Government Travel Charge Card Program Updates and PCS Reminders

Published Date: Thu, 09 Apr 2015 12:00:01 CDT

UNCLAS //N04600//
ALCGPSC 043/15
SUBJ: GTCC PROGRAM UPDATES AND PCS SEASON REMINDERS
A. Government Travel Charge Card (GTCC) Program Policies and Procedures, COMDTINST M4600.18 (SERIES)

  1. This message seeks to raise awareness of general programmatic concerns and provide general guidance as we move into the summer transfer season.
  2. Travel Card Use. In general cardholders are required to use their travel card for all authorized, reimbursable travel expenses unless specifically exempt in REF A. These exemptions include Temporary Duty (TDY) of more than 21 days, Permanent Change of Station (PCS) duration of over 15 days, cases where the card is not accepted by the vendor, or prohibited such as group meals where the check cannot be split. Provided below are specific examples where card use is not authorized:
    1. Permissive Orders. Permissive orders do not include reimbursement for travel expenses and therefore card use is prohibited.
    2. Team Gear or Equipment. Government material required by multiple members of a group or team is not considered a reimbursable travel expense for an individual member and must be paid for by other procurement methods.
    3. Tuition. While conference registration fees including those for training conferences are reimbursable travel expenses, tuition for regularly scheduled courses are not covered.
    4. Local Travel. The travel card can only be used when the cardholder has travel orders and is not authorized for local travel expenses.
    5. TDY Over 21 Days. For TDY travel over 21 days, the travel card shall not be used unless interim travel claims are submitted at least every 21 days which requires the travel orders to be document type 13 orders.
  3. Permanent Change of Station (PCS) Issues. Relocation to a new duty station can be both exciting and stressful on the member and the family. Provided below are a few helpful reminders to ensure cardholders use their travel card correctly during the move:
    1. PCS Duration. If the duration of the PCS travel will exceed 15 days, including leave, compensatory absence, proceed-time, and temporary duty in conjunction with the PCS, the card shall not be used. This does not apply to Temporary Lodging Allowance (TLA). The card may be used to cover hotels and meals in conjunction with the TLA entitlement, but reimbursement claims must be submitted every 15 days to allow for timely payment of the GTCC bill. In the case of Temporary Lodging Expense (TLE), card use is subject to the 15-day rule addressed above. If PCS travel duration will exceed 15 days, ensure the traveler requests a travel advance to cover the expenses.
    2. Dependent Travel. The GTCC shall not be used for dependent travel expenses such as meals, lodging, and transportation tickets. Instead members should request travel advances and ensure their PCS travel orders authorize the use of the Centrally Billed Account (CBA) for dependent travel.
    3. Leisure in Conjunction with Official Travel. Use of the members GTCC or the CBA and the GSA contracted fares for travel other than between official duty stations is not authorized. Special rules and fare restrictions apply to leisure in conjunction with official travel. Travelers are encouraged to review the Leisure in Conjunction with Orders FAQ sheet available at www.uscg.mil/psc/bops/govtrvl/Traveler/LICWO-FAQ.pdf or contact their Servicing Personnel Office (SPO) prior to booking any leisure travel.
    4. Transportation of Household Goods. The GTCC is not authorized for the transportation of household goods (for example: U Haul rental), privately owned vehicles, mobile homes and boats per REF A. This includes Personally Procured Moves (PPM).
    5. Trailers/Recreational Vehicles (RV). Movement of a trailer (boat, camper, UHaul) or even driving an RV is not a reimbursable travel expense and therefore associated expenses are not authorized to be charged to the CBA or the IBA. This is particularly important for travel within the northwest that involves the Alaska Marine Highway System. This would be considered part of a Do It Yourself (DITY) move and reimbursable under a separate process.
    6. Credit Limit Increases. As part of your travel preparations, travelers should verify that the credit limit on their GTCC is sufficient to meet their authorized, reimbursable travel expenses. Cardholders can view their credit limit in Direct Access under the Self-Service, Employee, View, My Credit Card Data or by contacting their Travel Manager who can also increase the limit if needed.
    7. Address Update. GTCC cardholders are reminded that they need to contact the bank following their PCS move an update their address in the bank system. The bank may be reached by calling the number on the back of the GTCC, 888-297-0781.
  4. All questions should be directed as follows:
    1. Cardholders shall direct GTCC questions to their unit GTCC Travel Manager. Members can determine who their supporting Travel Managers are under the contacts page located at www.uscg.mil/psc/bops/govtrvl/.
    2. GTCC Travel Managers: direct questions to Ms. Carlene Curry at 703-258-5996 or Evelyn.C.Curry@uscg.mil or Mr. Matt Ruckert at 703-201-3080 or Matthew.T.Ruckert@uscg.mil.
  5. RDML Meredith Austin, Commander, CG Personnel Service Center, sends.
  6. Internet Release Authorized.


Using Your Government Travel Charge Card on Non-CG Funded Travel

Published Date: Thu, 09 Apr 2015 11:00:01 CDT

Government Travel Charge Card holders may use their cards for non-Coast Guard funded official government travel (travel funded by other federal entities such as DOD).

If you used your card on non-CG funded official travel, do not request split disbursement when completing your travel claim with other government agencies. The will result in payment delays if the other agency uses a different travel charge contract.

See ALCGPSC 042/15; Use of the GTCC for Non-Coast Guard Funded Official Government Travel, for more information.

Reminder; Government Travel Charge Card bills must be paid in full on or before the statement due date regardless of the timeliness of the reimbursement.


Defense Travel Management Office Allowances and Regulations Update

Published Date: Wed, 01 Apr 2015 10:30:16 CST

The Defense Travel Management Office has updated following information 01 April 2015:

OCONUS Non-Foreign and Foreign Per Diem Rates
Overseas Housing Allowances (OHA)
Overseas Cost of Living Allowances (COLA)
Joint Travel Regulations (JTR) and Appendices

To access this information, visit the DTMO Website.


Shipping a Second Privately Owned (Motor) Vehicle within the Contiguous United States

Published Date: Wed, 01 Apr 2015 10:00:01 CDT

By CWO J. R. Jeffery, COMDT (CG-1332), HHG Transportation Program Manager

COMDT (CG-1332) received feedback that SPO yeoman may have incorrectly advised members regarding reimbursement for shipping a Privately Owned (Motor) Vehicle (POV) in the Contiguous United States (CONUS). The following information is to ensure that all yeoman understand when a member is entitled to reimbursement for shipping a POV in CONUS, and when they are not.

In accordance with Joint Travel Regulations (JTR), par. 5322-B and Coast Guard Supplement to the Joint Federal Travel Regulations (CGS-JFTR), COMDTINST M4600.17 (series), par. 5414-A, for a member to be reimbursed for shipping a POV in CONUS, the member must have a dependent(s), the member or their dependent(s) must possess more than one POV to be relocated to the new PDS, and the member and their dependent(s) must travel together, at one time, in a Privately Owned Conveyance (POC) to the new Permanent Duty Station (PDS). If a member meets these criteria they may be entitled to reimbursement for shipping their second POV in CONUS. However, if a member chooses to utilize commercial transportation for themselves or their dependent(s) to the new PDS the member does not meet these criteria and they are not entitled to reimbursement for shipping a second POV in CONUS.

When a member meets the criteria of JTR 5322-B and CGS-JFTR 5414-A they are entitled to reimbursement for shipping a second POV in CONUS. However, use of a Government Vehicle Processing Center (VPC) is not authorized. The member must use a commercial POV carrier and make all arrangements for the shipment of their second POV. Travel time is not authorized to drop off, or pick up a second POV, and the member may not be reimbursed for mileage to drop off, or pick up a second POV transported IAW JTR 5322-B and CGS-JFTR, par. 5414-A. Also, the Government is not responsible for any damages or missed delivery dates caused by a commercial POV carrier.

When a member is entitled to reimbursement for shipping a second POV in CONUS the calculations and maximum reimbursable amount must be reflected on the member's PCS orders. See JTR par. 5328 for examples of how to calculate a members reimbursable amount to ship a second POV in CONUS.

Yeoman should counsel members if they do not meet the above criteria, and do not travel together with their dependents at one time in a POC, then the member is not entitled reimbursement for shipping a second POV in CONUS. Yeoman should also counsel members that falsifying a DD-1351/2 to reflect the member and their dependent(s) traveled together at one time in a POC, when they didn't is fraud.


FY 2015 Coast Guard Reduced Per Diem Rates

Published Date: Tue, 24 Mar 2015 13:30:16 CDT

Per Joint Travel Regulations, paragraph U4095, the service may authorize per diem rates in lesser amounts when the circumstances of the travel or duty to be performed so warrant.

As of 24 March 2015, the following localities have been authorized reduced/zero per diem.

Unit/Mission Requestor Rate Approved
CG AIRSTA Atlantic City (NCRADF) AIRSTA Atlantic City $57.25 17-Jul-14
Air Facility Charleston CGD 7 $26.00 29-Jul-14
Fajardo and Boqueron, PR - OP Unified Resolve Sector San Juan CGD 7 $50.00 1-Oct-14
Air Facility Muskgon Air Sta Detroit $32.00 29-Jul-14
STA (small) Coquille River SECTOR North Bend $18.00 28-Aug-14
STA (small) Rogue River SECTOR North Bend $18.00 28-Aug-14
Air Facility Newport SECTOR North Bend $26.00 28-Aug-14
Damman and Jeddah, Saudi Arabia DCO-I $0.00 29-May-14
Astoria, OR (SELRES ADT lodging only) CGD13 $72.50 16-Oct-14
Illwaco, WA (SELRES ADT lodging only) CGD13 $61.60 16-Oct-14
Seattle, WA (SELRES ADT lodging only) CGD13 $110.50 16-Oct-14
Portland, OR (SELRES ADT lodging only) CGD13 $95.00 16-Oct-14
Coos Bay, OR (SELRES ADT lodging only) CGD13 $76.50 16-Oct-14

We've prepared the Coast Guard Reduced Per Diem Procedures guide, it provides the procedure for correctly completing your travel itinerary in Web-TPAX when reduced per diem is authorized.


PPC Travel eNewsletter

Published Date: Tue, 17 Mar 2015 12:30:16 CDT

The March 2015 issue of the PPC Travel eNewsletter 241KB file in Adobe Acrobat format is available. This issue includes the following articles:

  • Most Common Reasons Why a PCS Travel Claim is Returned to the Traveler
  • WEB TPAX PCS Advances
  • PCS Travel Advance - Do it Right the First Time
  • Permanent Change of Station (PCS)
  • Reimbursement for the Use of More than Two POCs
  • When is PCS TLE Payable
  • Constructed PCS Travel Dates
  • Government Housing Release and PCS Orders
  • Shipping a Second Privately Owned (Motor) Vehicle (POV) within the Contiguous United States (CONUS)
  • Consecutive Overseas Tour (COT) Travel Clarification
  • Government Travel Charge Card (GTCC) Policies and PCS
  • CY 2015 Mileage Rates
  • AO Reference Links
  • Fax numbers for PPC Travel


Filing Supporting Documentation for Government Travel Charge Card Applications and Reinstatement Requests

Published Date: Fri, 13 Mar 2015 10:30:16 CDT

UNCLAS //N01080//
ALCGPSC 024/15

SUBJ: UPDATED GTCC PDR FILING REQUIREMENTS

  1. MILITARY PERSONNEL DATA RECORDS (PDR) SYSTEM, COMDTINST M1080.10I
  1. To ensure proper supporting documentation for Government Travel Charge Card (GTCC) applications and reinstatement requests are maintained with the PDR system, REF A is changed as follows:
    1. Encl (1) Pg 4: Delete - Government Travel Card (Individually Billed Account) Setup Form (MBR initial submission only).
    2. Encl (1) Pg 4: Delete - Government Travel Card Program Recommendation/Acceptance Statement (MBR initial submission only).
    3. Encl (1) Pg 4: Add - Government Travel Card (Individually Billed Account) application including a) application memo, b) application form, c) the Cardholder Agreement Form, and d) certificate of training (i.e. transcript). EI, EI, O2, P, C4.
    4. Encl (1) Pg 4: Add - Government Travel Card (Individually Billed Account) reinstatement packages including a) reinstatement request memo, b) Credit Bureau Release Authorization, c) application form d) the Cardholder Agreement Form, and e) certificate of training (i.e. transcript). EI, EI, O2, P, C4.
  2. This change will be incorporated in the next update to REF A.
  3. Policy questions should be directed to the Policy and Standards Division (CG-1331), Ms. Teresa Marshall (202) 475-5391, email Teresa.Marshall (at)uscg.mil or CG PSC-BOPS-R-GTCC, Mr. Matthew Ruckert (703)-201-3080, email Matthew.T.Ruckert(at)uscg.mil
  4. CAPT W.C. Kelly, Deputy Commander, CG Personnel Service Center, sends.
  5. Internet release is authorized.


Guidance for Personally Procured Movements of Household Goods

Published Date: Fri, 13 Mar 2015 10:00:01 CDT

UNCLAS //N04050//
ALCOAST 090/15
COMDTNOTE 4050

SUBJ: Personally Procured Movements (PPM) of Household Goods (HHG)

A. Joint Travel Regulations

  1. Transfer season 2015 is just around the corner, and so is the household goods (HHG) transportation peak season. The period 15 May through 15 July is the peak of the HHG transportation season. During this time period it may be difficult to secure government contracted transportation service providers (TSP) that meet everyones desired packing, pick-up, and delivery dates.
  2. If a TSP cannot be contracted, or if a member prefers, they may conduct a full or partial personally procured move (PPM) of their HHGs. By properly conducting a PPM, members may receive an incentive payment of 95 percent of what it would have cost the government to transport the member's HHG in one lot between authorized locations. Incentive payments will be based on the actual HHG weight moved, not to exceed the member's maximum allowable weight.
  3. To prevent delays or denial of PPM incentive payments, commands should ensure that all members departing on permanent change of station (PCS) orders, or separating from the Coast Guard receive a printed copy of this ALCOAST. It is the member's responsibility to understand their entitlements and the requirements contained in this ALCOAST. To ensure members receive proper HHG counseling, commands are strongly encouraged to include HHGs counseling on their PCS check in/out sheets. No waivers to the requirements in this ALCOAST may be approved.
  4. In February 2009, the Defense Personal Property System (DPS) became the primary system used to arrange most HHG shipments and requires a user name and password. Members using DPS for the first time must go to http://www.move.mil/ and select the "First Time Users Click Here" link to register for a DPS user name and password. After registration it will take up to 72 hours for members to receive their DPS user name and password, so members should plan ahead. Members conducting their first or last HHGs movement should see a TO, to set up their move.
  5. Exceeding HHG weight limits is the number one reason members pay excess costs for HHG shipments. Members conducting both a PPM and a government funded HHG move must be aware of their maximum HHG weight allowance found in 5200-B of REF (A). To reduce HHG weight and prevent excess costs, members should dispose of any unwanted or unneeded HHG. To help estimate HHG weights, a weight estimating tool is available at www.move.mil. To find the weight estimating tool a member should select the "Before You Move" link and then select the "Weight Allowances" link on the left hand side of the screen. Members married to members may be able to combine their HHG weights and should ensure their HHG counselor is aware of their status as a member married to another member.
  6. DPS may not be available underway, or if available, it may be very slow. If members assigned afloat cannot schedule their HHG movements they may see their legal assistance office or transportation office to grant a trusted agent a special power of attorney to schedule their HHG movements while underway.
  7. Members wishing to conduct a full or partial PPM must contact their origin TO for PPM counseling and issuance of an "Application for Do-It-Yourself Move" and Counseling Checklist, DD Form 2278. Without a DD Form 2278 approved by a TO and signed by the member at origin, a PPM is considered to be an after-the-fact PPM. After-the-fact PPMs are only authorized when circumstances beyond a member's control prevents them from receiving proper PPM counseling. Circumstances beyond a member's control are considered to be severe weather conditions (e.g., hurricanes, flooding), automobile accidents, medical emergencies, or very short fused PCS orders (report within days). Without the existence of circumstances beyond a member's control after-the-fact PPM claims may only receive actual cost reimbursement (ACR) for any authorized expenditures.
  8. Members have several options when conducting a PPM which includes contracting their own TSP, contracting a you-load, they-drive service, or a member may use a personally owned or rental vehicle, and/or a personally owned or rental trailer to transport their own HHGs. Members may see their local HHG transportation office to determine their estimated incentive payment, based on their estimated HHG weight, and current and new permanent duty station (PDS), home of record, or home of selection locations to determine if they may benefit financially by conducting a PPM.
  9. Members contracting their own TSP should be aware that full replacement value insurance may not be included, and they must settle any damage claims themselves with their contracted TSP. If a member desires insurance beyond their contracted TSPs coverage they should contact a commercial insurance provider to purchase additional insurance. Also, members contracting a you-load, they-drive service must remind the contractor this is a military PPM and unloaded and loaded weight tickets are required.
  10. To receive an incentive payment for conducting a full or partial PPM, members must provide certified unloaded and loaded weight tickets from the place of origin. Weight tickets must be annotated with the member's rank/rate, name, and EMPLID. Each weight ticket must also indicate which vehicle is being weighed, and whether the weight ticket is for an unloaded or loaded vehicle and/or trailer. Vehicle registrations are not acceptable as empty weight tickets for a PPM.
  11. Boats and their associated trailers are considered to be HHG. Members conducting a PPM of a boat and trailer are only required to have one weight ticket for the boat and trailer. However, because weight tickets reflect three axles (steer, drive, and trailer) the weight ticket must indicate that a boat and trailer was weighed. If not, the boat and trailer will appear to be an empty trailer, which is not HHGs, and the weight of the trailer axle will be subtracted from the total weight used to calculate a member's incentive payment. Claims for boats and trailers must also include a copy of the boats registration, which must be registered in the member's or their dependents name.
  12. Coast Guard members frequently receive PPM counseling from transportation offices operated by other services. To prevent any confusion on service specific requirements, all Coast Guard members conducting a full or partial PPM must visit the Coast Guard Finance Centers (FINCEN) web site at http://www.fincen.uscg.mil/dity.htm, to obtain a Coast Guard PPM check list and review the procedures to be used when weighing vehicles and/or trailers to ensure accurate PPM weights are obtained.
  13. Because shipping rates differ from location to location, if a member owns HHGs at more than one location, a DD Form 2278 is required from all locations to the new PDS, home or record, or home of selection. The member must also have two weight tickets, one unloaded and one loaded from each origin. Provided the member has a DD Form 2278 and unloaded and loaded weight tickets from all origins, they may be paid an incentive payment for all PPMs not to exceed the Governments best value cost of transporting the member's maximum HHG weight allowance in one lot between all authorized locations.
  14. Members must plan ahead to ensure that certified weight scales are available at the time and date they plan to begin their move. PPM claims without unloaded and loaded weight tickets from the place of origin may only be reimbursed for authorized actual cost.
  15. COMDT (CG-1332) POCs are CWO Randy Jeffery at 202-475-5393, james.r.jeffery(at)uscg.mil or Mr. Tony Pearson at 202-475-5368, anthony.h.pearson(at)uscg.mil.
  16. RDML James M. Heinz, Director of Reserve and Military Personnel, sends.
  17. Internet release authorized.


Transfer Season 2015 Household Goods (HHG) Shipping Information

Published Date: Thu, 12 Mar 2015 11:30:16 CDT

UNCLAS //N04050//
ALCOAST 089/15
COMDTNOTE 4050

SUBJ: 2015 HOUSEHOLD GOODS (HHG) INFORMATION

A. Joint Travel Regulations

  1. The 2015 household goods (HHG) transportation season will be upon us soon, and whether a member is performing a long distance permanent change of station (PCS) move or a funded short distance move, HHG counseling is mandatory. To ensure members are aware of their HHG transportation entitlements, commands should ensure that all members departing on PCS orders, or separating from the Coast Guard in assignment year (AY) 2015 receive a printed copy of this ALCOAST. To ensure members receive proper HHG counseling, commands are strongly encouraged to include HHG counseling on their PCS check in/out sheets. Requests for short distance HHG moves, including those to or from unusually arduous sea duty, may only be authorized by COMDT (CG-1332).
  2. HHG counseling may be received in person from a transportation officer (TO), or members may self counsel using the Defense Personal Property System (DPS). After a member receives their signed PCS orders, they must visit the www.move.mil web site to register in DPS. DPS allows members and their spouses to self counsel, request HHG packing, pick-up, and delivery dates, or request authorization to conduct a personally procured HHG movement (PPM). DPS may also be used to file any needed damage claims. After a member registers in DPS, it will take up to 72 hours for them to receive a user name and password to schedule their move, so members should plan ahead. Members conducting their first or last move should visit a transportation office to set up their HHGs shipment.
  3. The time period between 15 May and 15 July is the peak of the HHG moving season. If possible, members should avoid requesting a HHG shipment during this period. It is important to note that requested dates are not guaranteed, so members should not cancel or enter into a rental agreement, lease, or buy or sell a home until they have verified with their TO and their Transportation Service Provider (TSP) that their requested dates are confirmed.
  4. DPS may not be available underway, or if available, it may be very slow. If members assigned afloat cannot schedule their HHG movements they may see their legal assistance office or transportation office to grant a trusted agent a special power of attorney to schedule their HHG movements while underway.
  5. During HHG peak season it may be difficult to secure a Government contracted TSP that meets everyone's desired packing, pick-up, and delivery dates. If a TSP cannot be contracted, or if a member prefers, they may conduct a Personally Procured Move (PPM) of their HHGs. More guidance on PPMs will be published in a separate ALCOAST.
  6. Exceeding HHG weight limits is the number one reason members pay excess costs for HHG shipments. To reduce HHG weight and prevent excess costs, members should dispose of any unwanted or unneeded HHG. To avoid paying excess weight costs members must be aware of their maximum HHG weight allowance found in 5200-B of REF (A). To help members estimate their HHG weights, a weight estimating tool is available at www.move.mil. To find the weight estimating tool a member should select the "Before You Move" link and then select the "Weight Allowances" link on the left hand side of the screen. The TSP will also estimate a member's HHG weight during the pre-move survey. After a member's HHG have been picked up, they may contact the origin personal property shipping office (PPSO) that scheduled their HHG movement to get their actual HHG weight. If a member disputes their HHG weight, they may request a witnessed or un-witnessed reweigh by contacting their TSP, or origin or destination PPSO. However, a reweigh must be requested before HHGs are delivered. It is not possible to reweigh HHGs after delivery. Members married to members may be able to combine their HHG weights and should ensure their HHG counselor is aware of their status as a member married to another member.
  7. There has been a significant change to professional books, papers, and equipment (PBP and E) entitlements, more commonly known as pro gear. Effective 1 May 2014, pro gear is limited to a maximum of 2,000 lbs. Waivers to the 2,000 lb limit cannot be authorized. Pro gear previously shipped outside the continental United States (OCONUS), will be grandfathered up to the weight shipped OCONUS until they are returned to the continental United States (CONUS). Also effective on 1 May 2014, many items previously considered pro gear will no longer be considered pro gear. Most notably, personal computer equipment and memorabilia such as awards, plaques, or other objects presented for past performances are no longer considered pro gear.
  8. Pro gear does not count towards a member's HHG weight allowance. However, all items must meet the definition of pro gear found in Appendix A, of REF (A). All pro gear must be verified by a TO, and items not meeting the description of pro gear will count towards a member's maximum HHG weight allowance. Because spousal pro gear is limited to 500 lbs, a member cannot combine their pro gear with spousal pro gear. An itemized inventory of spousal pro gear must be provided to the TO for verification at the time of counseling and must indicate the profession which the items are used for (e.g., lawyer, doctor, teacher). The itemized inventory of spousal pro gear must be certified by the member's signature.
  9. Members are responsible for ensuring pro gear is separated from HHG during packing and weighed separately during pick-up. All pro gear must be identified as such on the TSP inventory sheet at origin and the estimated weight must be entered on the Application for Shipment and/or Storage of Personal Property, DD Form 1299. Ensure the term M-PRO is used to identify the military member's pro gear and S-PRO is used to identify spousal pro gear. Each line item for pro gear must indicate M-PRO/S-PRO, cubic ft, and pounds. Pro gear cannot be claimed after the fact. There are no exceptions or waivers to this policy.
  10. Another important feature of DPS is the ability to grade a TSPs performance by submitting a Customer Satisfaction Survey (CSS). The mandatory CSS process is simple and its importance cannot be overstated. The CSS is used to document positive and negative experiences and helps determine the number of military HHG shipments a TSP will receive in the future.
  11. Damage claim submission is the responsibility of the member. Completion and submission of the Joint Statement of Loss or Damage at Delivery, DD Form 1840 by the member and TSP, and the Notice of Loss or Damage, DD Form 1840R by the member after the TSP departs does not constitute filing a claim. These forms are only used for proper notification of loss or damage to a TSP. A claim is separate and distinct, and must be submitted in a timely manner. See www.move.mil and the Coast Guard Finance Centers (FINCEN) web site www.fincen.uscg.mil/hhg.htm for guidance on HHG damage claim submissions.
  12. Full replacement value (FRV) protection applies to all Government HHG shipments. Provided a member files their damage claim with the TSP through DPS within nine months of delivery, the TSP is liable for either repair or FRV of a damaged item, whichever is less, and for the FRV cost of any lost or destroyed items. However, the TSPs liability is limited to the greater of 5,000 dollars per shipment, or four dollars times the net weight of the HHG shipment in pounds, not to exceed 50,000 dollars. If a member files a claim directly with the TSP more than nine months after delivery, the TSP is only liable for the depreciated value of the items up to a maximum of one dollar and twenty-five cents times the net weight of the shipment in pounds. To find more information on FRV a member can visit the Army Surface Deployment and Distribution Command (SDDC) web site www.sddc.army.mil/pp/default.aspx. If a member desires additional HHG damage insurance they may purchase it from a private insurance provider.
  13. The pamphlet, It's Your Move (3.1MB, PDF file format), contains guidance about shipping HHGs. This pamphlet and other useful HHG information are available at www.fincen.uscg.mil/hhg.htm. Additional HHG transportation information can also be found at the SDDC web site www.sddc.army.mil/pp/default.aspx.
  14. In accordance with 5322-B of REF (A), members with dependents who own more than one POV may ship a second POV within CONUS. However, the member and their dependents must travel together in one POV, and commercial travel at government expense is not authorized for the member or any dependents. The Governments reimbursement for transporting a second POV will be limited to the monetary allowance in lieu of transportation (MALT) plus per diem a member or dependent would have been entitled to for non-concurrent travel by two POVs to the new PDS, or the actual cost to ship a second POV whichever is less. Any excess costs incurred to ship a second POV in CONUS will be borne by the member. Members must personally arrange for shipment of a second POV in CONUS and are not entitled to reimbursement for delivery to, or pick-up from the carrier. member's orders must reflect this entitlement and display the maximum reimbursement computations. The entitlement to ship a POV in CONUS when a member is physically unable to drive or there is insufficient time in accordance with 5322-A.1.b. of REF (A) may only be authorized by COMDT (CG-1332).
  15. COMDT (CG-1332) POC is CWO Randy Jeffery at 202-475-5393, James.R.Jeffery(at)uscg.mil or Mr. Tony Pearson at 202-475-5368, Anthony.H.Pearson(at)uscg.mil.
  16. RDML James M. Heinz, Director of Reserve and Military Personnel, sends. Internet release authorized.


Government Travel Charge Card (GTCC) Program: Appropriation Lapse Guidance

Published Date: Tue, 10 Mar 2015 12:30:16 CDT

Please pass the word so there is no confusion. Given that we did not have a lapse in our appropriation, the subject message is not applicable and the requirements of CIM 4600.18 are in effect. Unless a specific exemption exists, GTCC Holders are expected to be using their IBA and not the CBA for common carrier transportation expenses. Approving Officials shall not authorize the use of the CBA by a GTCC holder unless one of the exemptions, listed in COMDTINST M4600.18, exist.


Defense Travel Management Office Allowances and Regulations Update

Published Date: Fri, 27 Feb 2015 14:30:16 CST

The Defense Travel Management Office has updated following information 01 March 2015:

To access this information, visit the DTMO Website.


TQC Training Advisory 002-15: Impact to Pre-Arrival Training

Published Date: Fri, 13 Feb 2015 10:30:01 CST

1. The Training Quota Management Center (TQC) is responsible for scheduling and issuing orders to Class "C" school training in accordance with the Performance, Training and Education Manual, COMDTINST M1500.10 (series), which includes mandatory pre-arrival training.

2. TQC is currently unable to receive reports that identify members in receipt of permanent change of station orders (PCS) to cutters and specific shore units that require pre-arrival training.

3. Commands and Unit Training Officers are highly encouraged to contact TQC schedulers with any questions or issues regarding members who are in receipt of PCS orders and have not received notification of pre-arrival training orders in accordance with the Cutter Training and Qualification Manual, COMDTINST M3502.4 (series). The list of TQC schedulers and their assigned courses are available at: http://www.uscg.mil/hq/tqc/default.asp.

4. Members and units can verify enrollment status in Direct Access by following these steps:

  1. SELF-SERVICE/SELF-SERVICE FOR COMMANDS/USE/STUDENT TRAINING SUMMARY.
  2. Enter the member's EMPLID and press search.

Members can verify their enrollment status in CGBI by following the following steps:

  1. Launch CGBI and click on the UNIT view, then click the TRAINING tab.
  2. Go to the POSITION BASED information block and click on DETAIL next to COURSES.
  3. Search employee status by position.

Training information can also be located in CGBI.

5. Please disseminate to subordinate commands, all Servicing Personnel Offices, and designated unit Training Officers.

6. TQC Customer Service Phone Number: 757-366-6583.

7. CG TQC POC: LTJG Corinne Powers, Executive Officer.

8. Internet release is authorized.


TDY due to Discipline

Published Date: Tue, 10 Feb 2015 10:30:16 CST

YNCM Tracy Ripkey, COMDT (CG-1332)

It happens throughout the Coast Guard, member gets in trouble, an investigation is underway, and member is awaiting NJP or court martial. Typically, the command will generate TDY orders to a local unit to remove the member from the command while things are sorted through. The trouble comes with what are members travel entitlements and properly preparing the orders.

In accordance with the Joint Travel Regulations (JTR), a member is not in a official travel status due to discipline (JTR 7620), therefore perdiem is NOT AUTHORIZED. Commands should seek a TDY unit where Quarters and Messing is available. Travel to the TDY site is at a reduced mileage, as per JTR 2600. During actual travel, Meal tickets should be used, or reimbursement (per JTR 7620), not to exceed the Meal ticket rate (JTR 2030). Any commercial lodging required enroute to the TDY location should be paid for / arranged through the command using a Purchase Request / Agreement. As a reminder, because this is not official travel, the member is NOT AUTHORIZED to use the Government Travel Charge Card.

To further complicate matters, often this TDY ends up exceeding 180 days. Which, per JTR 2230 requires approval from Commandant (CG-1332). Commands should be tracking members who are TDY, therefore requests to exceed 180 days should come in 30 days prior to the 180 days mark. Often, we are receiving them MONTHS after the fact. In addition, per COMDTINST M1000.8A, Chapter 1.A.8, an Administrative Assignment would be a proper course of action, and better utilize general detail, and allow for future assignment of personnel into the billet.

And lastly, it is very important to be mindful of what pay a member is receiving, and how long term TDY impacts this. Sea pay should stop after 30 days of TDY, and be sure to evaluate the BAS impacts for a member.

Policy is out there regarding these types of situations, the unfortunate truth is the policy is not always sought out, read ahead of time and / or followed. This results in overpayments, in addition to countless man-hours on administrative procedures, research after the fact, and redirection. Please be proactive, share this info and discuss within your command / admin, and ships office.

YNCM Tracy A. Ripkey, COMDT (CG-1332)
Travel & Compensation Division


Government Travel Charge Card (GTCC) Policies

Published Date: Fri, 06 Feb 2015 13:30:16 CST

COMDTINST 4600.14D on Government Travel Charge Card Policies has just been released. It updates the general order contained in paragraph 5.a.(2) of COMDTINST 4600.14C to clarify that personal use of a GTCC while not on travel orders is a violation of the general order. See http://www.uscg.mil/directives/ci/4000-4999/CI_4600_14D.pdf for more information.


PCS Mileage (MALT) and TDY Mileage Rates

Published Date: Mon, 26 Jan 2015 13:30:01 CST

Effective 1 January 2015, the MALT (monetary allowance in lieu of transportation) rate per authorized POC (privately owned conveyance) is $0.23 (twenty three cents) per mile. This rate is effective for all PCS travel that commences on or after 1 January 2015 (i.e., the initial travel is started).

TDY mileage rates changed on 01 January 2015. The new TDY rates are:

POC:
$0.575 - Automobile (if no GOV is available)
$0.23 - POC use instead of a government furnished vehicle (if a GOV is available) when use of a government furnished vehicle is to the government's advantage.
$0.545 - Motorcycle
$1.29 - Airplane

Current and previous PCS and TDY mileage rates are posted at http://www.defensetravel.dod.mil/site/otherratesMile.cfm.


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